Table of Contents Section 1 Food Trak Intro

Table of Contents �Section 1 – Food. Trak Intro �Basic Information �Terms & Vocabulary �System Elements �Logging-In �About Your System �Security & Users 2 6 9 26 30 35 i

Table of Contents (cont. ) �Section 2 – Database & System Setup �Inventory Locations 37 �Location Groups 40 �Recipe and Product Groups 45 �General Ledger (GL) Accounts 52 �Vendors 55 �Items 60 �Invoices 62 ii

Table of Contents (cont. ) �Section 3 – Data Entry & Report Analysis �Prep Items 68 �Recipes 72 �Key (sensitive) Items 76 �Inventory 79 �Shelf Order Inventory Template 89 �Waste 92 �Management Summary 101 �Appendix A – Reports 103 �Appendix B – How To (step by step instructions) 104 iii

Food and Beverage Management Software Training Intro January 2013

What is Food. Trak? The Food. Trak system is a comprehensive inventory accounting and control program that increases purchasing and accounting efficiencies, reduces the cost of goods, and increases security for assets such as food, beverage, supplies and retail goods. This translates to Food. Trak is a tool that helps us track our food, prevent theft and in the end, saves us money. 2

What can Food. Trak do? �Data Management �Inventory Control �Purchasing Process �Recipe Management �Real Time Reports 3

Accounting vs Control Accounting �All about tracking $$$ �Required for financial management and internal controls �Period-based �Generates no savings (profits) Control �All about tracking items �Required for profit maximixation and effective management �Real time-based �Generates significant savings that increase profit 4

Accounting vs Control Reports Accounting Reports �Inventory extension �Cost of goods �Purchase recaps �Transfer activity Control Reports �Item usage �Management summary �Perpetual Inventory �Inventory level variance �What’s Hot/What’s Not �Key item tracking (sensitive item inventory) 5

Food. Trak Acronyms and Terms �Site-Houses a database of vendors, items, recipes and transactions, The scope of the database is determined by the type of resources allocated to it. �Resources-Represent business areas within a site that need to enter transactions into Food. Trak. Ex. Profit/Cost Centers, Ordering Affiliates, Stands… �Concurrent Users-Number of users licensed to use Food. Trak at the same time �Interface-Software which enables interaction between Food. Trak and other automated systems 6

Food. Trak Acronyms and Terms (cont. ) �Module-Represents specialized add-on functionality that enhances the basic functionality of the Food. Trak system �PIE-Perpetual Inventory Engine �Allocate-To assign a particular resource, module or interface for use in a specific site �Session Timeout-The duration of time which when elapsed kills a licensed session forcing a user to log back into Food. Trak. (There is a possibility of data loss when this occurs) 7

Food. Trak Acronyms and Terms (cont. ) �Actual Usage = Beginning Inventory + Purchases + Transfers in – Transfers out – Ending Inventory �Ideal Usage = derived from multiplying the portion used of every item contained in recipes sold by the quantity of that recipe sold for a given period (What we should have used based on sales) �Cost of Goods Sold = Same as Actual Usage formula but expressed in dollars instead of units 8

Operational Elements �Site Administration �Database �Data Entry �Reports 9

Site Administration �General �Profit Center Location Assignment �Recalculate Par Levels �Site Information �Undelete Items �Corporate Functions �POS Audit Review 10

Database: Elements �G/L Accounts �Items �Purchased �Prep/Sub Recipes �Saleable Recipes �Recipe Designer �Units �Vendors 11

Database: Groups �How Cooked Categories �Location Groups �Main Ingredient Categories �Product Groups �Profit Center Groups �Recipe Categories �Report Groups 12

Data Entry �Inventories �Procurement �Sales �Transfers and Requisitions 13

Data Entry: Inventories �Inventory Entry Form �Create New Form �Edit Existing Form �Inventory Template Manager �Link Inventory Forms �Spot Count 14

Data Entry: Procurement �Automatic Purchase Order (PO) Creation �Interactive Purchase Order (PO) Creation �Invoice Entry Form �Procurement Template Manager �Purchase Order Entry Form �Shopping List Entry Form 15

Data Entry: Sales �Sales Entry Form 16

Data Entry: Production Planning �Fabrication Input Form �Menu Planning Form �Production Input Form 17

Data Entry: Transfers and Requisitions �Automatic Requisition Creation �External Requisition Form �External Transfer Form �Interactive Requisition Creation �Internal Requisition Form �Internal Transfer Form �Waste Form 18

Reports: Accounting �Inventory �Planning �Procurement �Sales and Sales Orders �Transfers and Requisitions 19

Key Accounting Reports �Inventory Extension �Cost of Goods �Invoices �Price Exception �Transfer Activity �Waste Activity 20

Reports: Control �Forecasting �Inventory �Menu Engineering �Planning �Procurement �Sales and Sales Orders �Transfers and Requisitions 21

Key Control Reports �Item Usage �Management Summary �Perpetual Summary �Waste Control �Inventory Level Variance 22

Reports: Data Lists �Company Information �G/L Account List �Group List �Item List �Par Level Parameters �Product List �Recipe List �Security Group Settings �Stand Item List �System Message List �Vendor Item List �Vendor List 23

Reports: Input Forms �Recipe Production/ �Barcode Sheets Transfer Worksheet �Bid Request Form �Requisition Input Form �Database Changes �Fabrication Input Form �Requisition Pick Form �Sales Input Form �Inventory Form �Security Worksheet �Product Input Form �Purchase Order Receiving �Shopping List Input Form Document �Waste Input Form �Receiving Log 24

Reports: Nutrition �Item Nutrition Report �Saleable Item Nutrition Labels �Saleable Item Nutrition Report 25

Log-In �Go to the website: �https: //www. mwrportal. army. mil/ �Under the Global Applications, click on the Food. Trak link and the following window will pop-up: 26

Log-In (cont. ) �Type in your assigned User Name and Password, click login and the following box will popup: 27

Log-In (cont. ) �From the drop down box, select your facility then click Select Site 28

Log-In (cont. ) �When successfully logged-in, this will be your home screen: 29

About Your Food. Trak System �There nay be times when you will need information regarding your system, such as: �When requesting assistance from HQ �The Food. Trak Technical Support Advisor or HQ subject matter expert (SME) will need to know certain information 30

About Your FT System (cont. ) �Launch and log-in to your Food. Trak system using your credentials, then go to your site. At this point, you should be on the home screen �At the top of the screen, click Help and then click About 31

About Your FT System (cont. ) �A Box will pop-up on your screen. In the example below, note where it says version and serial number as these are the two most important pieces of information that you will be asked when requesting assistance 32

About Your FT System (cont. ) �The browser based version of Food. Trak will automatically ‘time-out’ a user session if there is no activity for an established period of time. Activity is defined as communicating with the Food. Trak system by saving data �Should you leave your work station while entering data and return after the allotted period of time, your screen will remain on the last page you were working on however, if the user did not save the data, it will have to be reentered 33

About Your FT System (cont. ) �Upon returning to your workstation, no action will occur and you will be redirected to the main log-in page: 34

Security and Users �Limits the users to only the tasks that they need to do �Users can be assigned to log into and access data in specific Sites and Profit Centers only �Allows tracking of item changes and form use �Who did what! �User groups allow similar users to access the same functions �Users who do not have permission to functions will not see them when they log-in 35

Food and Beverage Management Software Training Part II January 2013

Inventory Locations �Locations are physical areas where items are stored, produced or used �Locations are assigned to a Location Group and Cost/Profit Center �Locations function as purchase, production and inventory locations �Data entry and reporting are available by location �Option to assign inventory type as Normal, Not Inventoried or Use Last Inventory Count 37

Inventory Locations Report �To view the report that lists Inventory Locations: �From the Main Menu; click Reports. �Click Data Lists and click Group List name �Choose Inventory Location option and then click Next �Change the radio button for file format to Adobe Acrobat �Click Submit and then Submit again �Push the F 5 key on your keyboard or click on Tasks at the top of the screen until the report status is listed as ‘Done’ �Click the name of the report after the status has updated to ‘Done’ to load the report in the browser 38

Inventory Locations Report (cont. ) �The report will list all Inventory Locations within the site. Below is an example from USAGH: 39

Location Groups �Defined as a collection of locations �Ex: Restaurant (location group) � Storeroom (location) � Reach-in cooler (location) � Server station (location) �Location groups are master groups only �Items can only be assigned to locations not a location group �Reports & Templates can be generated by Location Group 40

Location Groups Report �To view the report that lists current facility Location Groups, follow the steps below: �From the Main Menu, expand Reports. Click Data Lists and click Group List �Choose the Location Groups option and click Next �Change the radio button for file format to Adobe Acrobat �Click Submit and then Submit again �Push the F 5 key on your keyboard or click on Tasks at the top of the screen until the report status is listed as ‘Done’ �Click the name of the report after the status has updated to ‘Done’ to load the report in the browser 41

Location Groups Report (cont. ) �The report will list all Location Groups within the site. Below is an example from USAGH: 42

Adding Location Groups and Locations �Locations are divided into Location Groups and Locations �Location Groups allow physical locations to be grouped together for reporting and input form/template purposes �Physical locations allow for the physical counting of stock and facilitate Profit Center reporting �Location Groups first build the reporting structure �Locations are associated with the Profit Centers to which they belong as well as to a location group �Our food and beverage items are stored in the locations 43

Adding Location Groups �How to Add New Location Groups: �Under Database, click Groups and then click Location Groups �Click the Add New button �Enter the new location group name �Use the drop down arrow and select the Profit Center associated with this physical location �Click OK �Those locations with the asterisk (*) next to them need to be added to the Location Group Editor �Use the directional arrows on the right side of the group editor to move, promote, and demote groups and locations in the hierarchy 44

Adding Recipe and Product Groups �Adding recipe groups and product groups will allow the end user to easily run reports �The purpose of this function is to have the ability to section out the menu and determine sales or popularity of a specific item �Without these qualifiers, all products and recipes will fall into a general category �The category Product Groups are associated with saleable items and will reflect how we categorize the items sold on the menu 45

Recipe Groups Report �To view the report that lists Recipe Groups (categories): �From the Main Menu, expand Reports. Click Data Lists and click Group List. �Choose Recipe Groups option. Click Next. �Change the radio button for file format to Adobe Acrobat �Click Submit and then Submit again �Push the F 5 key on your keyboard or click on Tasks at the top of the screen until the report status is listed as ‘Done’ �Click the name of the report after the status has updated to ‘Done’ to load the report in the browser 46

Product Groups Report �To view the report that lists Product Groups: �From the Main Menu, expand Reports. Click Data Lists and click Group List. �Choose Product Groups option. Click Next. �Change the radio button for file format to Adobe Acrobat �Click Submit and then Submit again �Push the F 5 key on your keyboard or click on Tasks at the top of the screen until the report status is listed as ‘Done’ �Click the name of the report after the status has updated to ‘Done’ to load the report in the browser 47

Adding Recipe Groups �To add a recipe group: �From Database, select Groups �Click the Recipe Categories name �Click Add New and enter the name of the recipe group to be added �Click OK � To designate a sub category, follow the directions above and then after added, click on the Right Arrow in the upper right hand corner of the window �When done adding new groups, click OK to return to the main screen 48

Adding Product Groups �To add a recipe group: �From Database, select Groups �Click the Product Groups name �Click Add New and enter the name of the recipe group to be added �Click OK � To designate a sub category, follow the directions above and then after added, click on the Right Arrow in the upper right hand corner of the window �When done adding new groups, click OK to return to the main screen 49

Adding Inventory Locations �How to Add New Locations: �Under Database, click Groups and then click Location Groups �Click on the location group that you would like to create a location for to highlight it �Click the Add New button �Enter the new location name �Use the drop down arrow and select the Profit Center associated with this physical location �Click OK �Use the directional arrows on the right side of the group editor to move, promote, and demote groups and locations in the hierarchy 50

Inventory Type for Locations �To change the Inventory Type for any Location: �Click on the name of the location that you would like to change to highlight it �Click the Edit button �This will allow you to change the Inventory Type, the options are: � Normal Inventory (default) � Not Inventoried � Use Last Inventory Count �To change, click the radio button next to the option you would like to select and click OK 51

General Ledger (GL) Accounts �Automatically codes invoiced items to GL Accounts �Reports available by GL Account: �Purchase Recap by Transaction �Transfers by GL Account �Invoices report-included on report �Inventory Extension-included in Account Summary �Includes account number and a textual description �Ex: 401 Food Purchases �Ex: 726 Supplies 52

General Ledger (GL) Accounts Report �To view a report that lists the GL Accounts: �From the Main Menu, expand Reports. Click Data Lists and click G/L Account List �Choose the List G/L account by Profit Center option �Click Next �Choose the Include all profit centers option �Click Next �Change the radio button for file format to Adobe Acrobat �Click Submit and then Submit again �Push the F 5 key on your keyboard or click on Tasks at the top of the screen until the report status is listed as ‘Done’ �Click the name of the report after the status has updated to ‘Done’ to load the report in the browser 53

Adding General Ledger Accounts �How to add new GL Accounts: �Under Database click on Elements and then G/L Accounts �Click Add New �Enter the account number in the Account field and the textual name for the account in the description field � If the G/L Account has a unique sub account number for each profit center, click the drop down arrow to select the profit center name and enter the accurate profit center G/L Account number �Click OK to save changes to account editor window 54

Vendors �Vendors are a critical part of the Food. Trak system as all purchased items are associated with a vendor or several vendors. �General Tab �Name and Address �Contact Information � Account Reps � Customer Service Contacts � Separate phone and fax numbers for each location �Accounting Tab �Account and Customer Numbers �Delivery Days �Transferable 55

Vendor Listing Report �To view the report that lists all Vendors in the system: �From the Main Menu, click Reports �Click Data Lists and clicks Vendor List name �Choose Vendors option, click Next �Choose the Name option, click Next �Choose All Vendors option, click Next �Choose One-Line Summary for each Vendor option, click Next �Change the radio button for file format to Adobe Acrobat �Click Submit and then Submit again �Push the F 5 key on your keyboard or click on Tasks at the top of the screen until the report status is listed as ‘Done’ �Click the name of the report after the status has updated to ‘Done’ to load the report in the browser 56

Vendor Listing Report (cont. ) �The report will list all Vendors within the site. Below is an example from USAGH: 57

Adding a New Vendor �Under Database, click Elements and then click Vendors �On the tool bar, click Add New Vendor and enter the following information: �Name, Address , City, State and Postal Code �Enter the main sales contact, click Add and enter: �Contact name, Phone Number, Fax Number �Repeat if there are multiple contacts at a location �Click the Accounting tab �Select the Delivery Days �Ensure that the box next to Transferrable is checked �When finished, click OK 58

Modify an Existing Vendor �Click on the name of a vendor on the selection list �Make any changes necessary �Switch between the General and Accounting tabs �When finished, click the Apply button �Click OK to return back to the vendor listing 59

Adding Items to the Database �Adding items to a database is an ongoing process �Any time a substitute is sent from a vendor, or a new item is ordered, the new product must be put into the Food. Trak system �Items are generally added when invoices are input or when inventory is taken �While inputting items can be tedious, it is important to pay attention to the details or other process will be more difficult �Key information is unit input 60

Adding Items to the Database (cont. ) �From the Main Menu, expand Database, then click Elements �Click Items �From the tool bar, click Add New Item �In the Item Editor, complete the item information in the General Information section and click Save �Next, complete the Unit Information section including the cost �Pay close attention to the conversion factor as well as then click Save �Click the Inventory, Purchasing, and Vendor sections in succession for each item �After completing the information in each section, click Save �Click Close at the bottom right of the Item Editor to exit back to the Item Selection list 61

Entering Invoices �Entering invoices is a critical task in the Food. Trak system �Best practice for entering invoices is to enter them on a daily basis �We generally do not or should not have sales tax but some location may have to pay freight charges �For the purpose of this exercise, we will enter invoices manually �US Foods has an interface for uploading invoices but most other vendors do not (for more information in the US Foods interface, contact IMCOM G-9) 62

Entering Invoices (cont. ) �Invoice entry for features �Multiple search functions �On-hand amounts automatically available �Currency conversion �Freight, sales tax and miscellaneous charge handling �Distribution of purchase amounts to G/L accounts �Reconciliation required to complete form �Can be Profit Center specific �Automatic transfer function 63

Entering Invoices Report �To view the report that lists invoices entered into the Food. Trak system: � From the Main Menu, expand Reports, expand Accounting � Click on Procurement then click on Invoices � For the Date Range of Invoices, enter the timeframe of choice and click Next � Select All Invoices by clicking the radio button to the left, click Next � Select All Vendors by clicking the radio button to the left, click Next � Select All Invoices by clicking the radio button to the left, click Next � Deselect Sort Line Items by Report Group and ensure Include Account Distributions has a checkmark in the box to the left � Click Submit then change the radio button for file format to Adobe Acrobat � Click Submit and then Submit again � Push the F 5 key on your keyboard or click on Tasks at the top of the screen until the report status is listed as ‘Done’ � Click the name of the report after the status has updated to ‘Done’ to load 64

Manual Invoice Entry �To manually enter an invoice: �Click Data Entry then Procurement �Click the Invoice Entry Form �Choose the Blank Invoice �In the Header, select the vendor and fill in the information �Click Details and add the items. Use the item code when possible to expedite data entry �Add quantities and update pricing if required �Click Complete (1 of 2) �Check the box at the top of the screen that says Print when Completed �If there are no Critical Issues or Warnings, click Complete (2 of 2) �Click OK to save your changes and return to the form 65

Entering Invoices (cont. ) �After entering invoices, the following reports can be run with data �Purchase Recap by Vendor �Purchase Recap by Report Group �Purchase Recap by Transaction �Purchase Recap by Purchase Ranking �Management Summary 66

Food and Beverage Management Software Training Part III January 2013

Prep Items - Introduction �Also referred to as: �Batch recipes �Sub-recipes �Food in-process �Prep recipes �May be used as part of another recipe �May represent items at various stages of preparation �Ex: Chili for nachos, filleted whole fish or cooked chicken breasts �Inventory as they have value! 68

Prep Items-What to Consider �Item Name: What name makes the item easily identifiable and unique? �Units: Hoe is the item produced, inventoried and used in other recipes? �Inventory: Where is the items stored and counted? �Produced: What location produces this item? �Ingredients: What ingredients are used in the item? �Yield: How much do the ingredients make after chopping, processing or cooking? 69

Prep Items – Yield Definition �The yield is expressed as the number of usable units you can get out of an unprocessed unit �Lbs of trimmed, cooked ham vs. as purchased �oz of cooked rice vs dry �Some yields represent no loss (100%) �Ex: ketchup has an inventory unit of #10 can and a recipe unit of fl oz resulting in a yield of 96 fl oz per #10 can �Other yields represent processing loss (less than 100%) �Prime rib may only yield 12 oz per raw pound after cooking (75%) �Some yields represent a gain (more than 100%) �You get 32 oz of cooked pasta for every uncooked pound (200%) 70

How to Conduct a Yield Test �Define two units for establishing relationship �ex: pound (lb) and ounce (oz) �Measure or weigh beginning amount (15 lbs) �Process until fully useable �ex: cook and trim meat �Measure or weigh ending about in the same unit as before (12 lbs) �Yield=Ending amount / beginning amount *100 � 12/15=0. 8*100=80% �Yield = 80% 71

Defining Recipe Units �Consider every recipe that uses the item, and how that recipe calls for the item �Items can have multiple recipe units �Recipe units are more often smaller than inventory or purchase units �When entering recipes, make sure to assign default units forms: (I) Inventory, (P) Production and (R) Recipe �These are very important because this designation will simplify or complicate other processes such as inventory 72

Entering Recipes into Food. Trak �Expand Database, click Elements �Click Recipes �In the upper left hand corner click the small box to Add New Item �This will open the Item Editor – Recipe Option �Fill in all of the information under the general tab and ensure that the Inventory and Ingredients are selected �Click Save �Fill in the information on the unit tab �Make sure that the Assigned Units are correct �The (I) unit is how an item will show on the Inventory sheet �Click Save 73

Entering Recipes into Food. Trak (cont. ) �On the left hand side of the screen, click Inventory Information and fill in then click Save �Click Recipe Information fill in the information then, at the bottom of the screen, click Recipe Designer �Click on the icon at the top to Add Ingredient (if you are unsure which icon this is, hover it with your mouse without clicking and the description will appear) �Fill In the information (binocular icon will assist you in searching for items already in the database) �For the prep notes, use descriptors such as chopped, drained or seedless if needed �Click Add, when done adding items, close the box using the red X at the top 74

Entering Recipes into Food. Trak (cont. ) �Fill in the Procedures area at the bottom with instruction on recipe �When complete, click the disk icon to save the recipe then exit �Click Save then click Close �You will now see the new recipe on the main screen �To edit the recipe, click on the small white box between the recipe name and recipe abbreviation �To delete, check the box to the left of the recipe name then click on the black “X” on the toolbar at the top of the screen 75

Designating Key Items �Designed to be used to track inventory variance of sensitive items �Any item or recipe can be designated as a key item �Key item template maintained by system �Reporting available for key items only �Tracking can be used for Financial Management Branch inspections for Internal Controls 76

Designating Key Items �Follow the instructions to add a new item or select the item to be designated from the Database, Elements then Items �Under the Inventory Information section, check the box that says Key Item �Click Save then Close �Note: to remove an item from the Key Items, follow the same instructions above but ensure that the box is not checked 77

Key Item Inventory �To print a key (sensitive) item inventory: �From the Main Menu, expand Reports, click on Input Forms. �Click Inventory Form �Use the drop down arrow and select Key Items Only. Click Next �Select any additional settings you want by clicking the radio button to the left. Click Next. �Do not include Barcodes is the default and is typically selected. Click Next. �Change the radio button for file format to Adobe Acrobat �Click Submit and then Submit again �Push the F 5 key on your keyboard or click on Tasks at the top of the screen until the report status is listed as ‘Done’ �Click the name of the report after the status has updated to ‘Done’ to load the report in the browser 78

Inventory Process �Inventory Methods �Inventory Templates �Printing Inventory Forms �Entering Inventories �FMP Introduction �Shelf Order Templates 79

Inventory �Items included in an inventory count are updated based on values entered on the physical count form �Items not included in an inventory count continue with on-hand perpetual values �Default inventory values print on inventory forms and can be overridden on any inventory count �Fixed inventory values do not print on inventory forms. The default values can be changed by modifying the item in the database. 80

Inventory Scope Definition �Full – Includes all items. A zero inventory value is assumed for any item not counted �Partial – Includes all items. For those items not counted; the perpetual inventory engine will calculate an inventory value 81

Inventory Designation Options �Site-wide – Includes items in all locations and all Profit Centers �Profit Center – Includes items in all locations within a Profit Center �Miscellaneous – Includes items in any location or Profit Center �Key Item – Includes only those items identified as Key (sensitive) Items 82

Inventory – Spot Count �Quick entry to adjust the perpetual inventory of an item in a specific location �On-hand value for that item in that location will be reset to the spot count amount �Allows for easy entry of inventory count for a single item 83

Inventory Template Options �System generated templates �Alphabetic by location �Alphabetic by report group �Maintained by the system �User-sequenced templates �Shelf Order �Mix-and-Match alphabetic �Built and maintained/updated by the user 84

Inventory – Printing Input Form �To print the Inventory Input Form: � From the Main Menu, expand Reports and then click Input Form � Click the Inventory Form � Choose the Alphabetical by Location from the drop down menu, click Next � Make sure the radio button for All Inventory Locations is selected, click Next � Check the boxes for the following options: Show Cost, Show Beginning Inventory and Page Break After Each Group, then click Next � Do not include Barcodes is the default and is typically selected. Click Next. � Change the radio button for file format to Adobe Acrobat � Click Submit and then Submit again � Push the F 5 key on your keyboard or click on Tasks at the top of the screen until the report status is listed as ‘Done’ � Click the name of the report after the status has updated to ‘Done’ to load the report in the browser 85

Entering an Inventory �Create a new inventory form �Select the template that was used for counting �Fill out the inventory form �Enter counts �Add new items/units to database as necessary �Make and corrections as necessary �Update the template as necessary �Use special features as necessary �Price override function �Designate as full inventory to facilitate closing inventory period �Assign for, to period end date/time (23: 59) �Complete or pause inventory form 86

Entering an Opening Inventory �To create a new inventory form and enter item counts: �To begin manual entry of an inventory form, from the Main Menu, expand Data Entry and then click Inventories �Click on Inventory Entry Form then click on the Create tab �Click on the name Site Wide Full �Fill in all of the information on the Inventory Form Header tab then move to the Detail tab �Complete the inventory form by entering the quantities from the inventory sheets �When data entry is complete, click Complete (1 of 2) �You will get a message informing you that saving this form will set all inventory values to the levels on this form. Click OK. �Click Complete (2 of 2). The form is saved and it will return you 87 to the templates screen

Inventory Template Manager �Use to create or edit user-sequenced templates �Items can be added to templates �Use the add function for manual entry �Items on a template can be moved up or down �If the template changes. Edit it and re-complete the template �Use this function to create a shelf order template to simplify monthly inventories 88

Create a Shelf Order Template �Why shelf order inventory? �Inventories substantially expedited with shelf-order forms �Create a shelf order template by conducting an inventory on blank paper or use Food. Trak inventory input forms �No missed items �Keep track of item sequence in the inventory locations �Create new template using the shelf order rule �Use shelf order inventory count sheet to create a shelf order template or modify existing alphabetical form and recomplete it as a new shelf order template 89

Creating a Shelf Order Template �After physically going through the facility and recording the actual location of each item create a shelf order template: � Under Data Entry, click Inventories and click Inventory Template Manager � Click New Template and name the template (location) Shelf Order � Use the drop down menu for Type: and select Miscellaneous Full � Ensure that the boxes are checked by the locations that you would like to include on your template. When finished, click Next � For each location in the drop down list at the top of the screen use the Sort Order drop down to apply the Shelf Order rule to it � Check Append New Items to End of Location � Move or add the items found in each location to their respective order � Click Finish when all are complete � The Inventory Template Manager will now list your completed template �NOTE: If you change your shelf order (add or move an item) the change will not be reflected until the location is changed on the items page 90

Shelf Order Inventory Report �To retrieve the user defined Shelf Order Inventory Template form to print and record item quantities: � Expand Reports � Click Input Forms � Click Inventory Form � Choose a sequence for this report, use the drop down arrow to select your shelf order inventory template by name and click Next � List items for; choose All inventory locations and click Next � Additional settings; choose desired options, generally Show Beginning inventory, Show cost and Page break after each group then click Next � Choose Do not include barcodes click Submit � Change the radio button for file format to Adobe Acrobat � Click Submit and then Submit again � Push the F 5 key on your keyboard or click on Tasks at the top of the screen until the report status is listed as ‘Done’ � Click the name of the report after the status has updated to ‘Done’ to load the report in the browser 91

Waste Control �Key element in controlling food and beverage costs �Tracking waste prevents unnecessary waste and lowers food costs �Waste can be: �Damaged goods �Kitchen waste � Improper preparation � Over production � Emphasis on speed instead of yield �Spoilage �Customer Returns �Finished Waster 92

Waste Control (cont. ) �Improve food cost by: �Identifying areas of over production � Goods held too ling before serving (fries, coffee) � Over-prepping of items (salads, other produce items) �Identifying areas for kitchen training � Improperly prepared (recipe not followed) � Operator fails to follow customer cooking instructions � Improper emphasis on speed �Improved handling and storage of food in receiving, purchasing and storage areas 93

Entering a Waste Form �Waste Forms will put a value on items that are tossed and can be used for EOM Inventory, to enter a waste form: � Under Data Entry, click Transfers and Requisitions � Click Waste Form � Click Blank Waste template � Fill in the information in the Header tab � Click on the Details tab � Add the items to the waste form by clicking where it says Click Here to Insert an Item to the Beginning of the form � Ensure that each item is wasted from the correct location � When finished, click Complete (1 of 2) � On the summary page, check the box that says Print when Completed then click Complete (2 of 2) � To edit or reprint a form, follow the first two steps and then click on the Edit tab. Click on the waste form ID of the document to be edited and make necessary changes 94

Waste Listing Report �From the Main Menu, expand Reports, expand Accounting �Click on Transfers and Requisitions, click Next �Click the Transfer List name �Select Print Transfers to Waste by clicking the radio button to the left. Click Next �Select Date Range by clicking the radio button to the left. Click Next �Input the desired date range then click Next �Select Include transfers to all inventory locations then click Next �Select Include Prices on Report. Deselect Include Bins on Report. Click Next �Change the radio button for file format to Adobe Acrobat �Click Submit and then Submit again �Push the F 5 key on your keyboard or click on Tasks at the top of the screen until the report status is listed as ‘Done’ �Click the name of the report after the status has updated to ‘Done’ to 95 load the report in the browser

Waste Activity Report � This report will show waste patterns for a specified timeframe: � From the Main Menu, expand Reports, expand Accounting � Click Transfers and Requisitions, click Next � Click Waste Activity � Select Date Range by clicking the radio button to the left, click Next � Input the desired date range and click Next � Select Include items from all report groups by clicking the radio button to the left, click Next � Select Include transfers from all inventory groups by clicking the radio button to the left, click Next � Select Print by report group by clicking the radio button to the left, click Next � Change the radio button for file format to Adobe Acrobat � Click Submit and then Submit again � Push the F 5 key on your keyboard or click on Tasks at the top of the screen until the report status is listed as ‘Done’ � Click the name of the report after the status has updated to ‘Done’ to load the 96 report in the browser

External Transfers �Used for transferring goods to expense or departmental accounts such as other locations or facilities �Reduces inventory value in sending site �Cost of transders defaults to the site’s accounting method �May be changed at time of transfer �Protected by security key �This information can be sent as backup documentation on a Transfer Between Activities (TBA) Form DA 4080 97

Creating an External Transfer � To transfer items to chargeable accounts outside of the Food. Trak system: � Expand Data Entry, and then click Transfers and Requisitions � Click External Transfer Form � Click the Blank Transfer template � On the Header tab of the transfer, select the appropriate location from the Send To list � Leave the date and time stamp as is or edit it to suit your needs � Enter a reference and comment that identifies the purpose of the transfer � Click on the Details tab, click the link to insert an item to the beginning of the form � Enter the items that you would like to transfer � When finished, click Complete (1 of 2) � On the summary page, check the box that says Print when Completed then click Complete (2 of 2) � Choose the Complete without sending option and click OK � To edit or reprint a form, follow the first two steps and then click on the Edit tab. Click on the waste form ID of the document to be edited and make necessary changes 98

External Transfers by GL Account Report �This report displays the GL account financial data from external transfers and is obtained by: � From the Main Menu, expand Reports, expand Accounting � Click on Transfers and Requisitions and then click on External Transfers by GL Account � Choose the Date Range option and then click Next � Enter a date range and click Next � Sort the report according to the ‘From’ account by clicking the radio button to the left, click Next � Select Print Detail and Summary by clicking the radio button to the left, click Next � Change the radio button for file format to Adobe Acrobat � Click Submit and then Submit again � Push the F 5 key on your keyboard or click on Tasks at the top of the screen until the report status is listed as ‘Done’ � Click the name of the report after the status has updated to ‘Done’ to load the report in the browser 99

Transfer Activity Report � This report displays the data for all transfers: � From the Main Menu, expand Reports, expand Accounting � Click on Transfers and Requisitions and then click on Transfer Activity � Choose the Date Range option and then click Next � Enter a date range and click Next � Select the radio button to the left of Both internal transfers and external transfers, click Next � Select All Transfer Activity, click Next � Select All Items, click Next � For the primary sort order, select Report Group, click Next � For the secondary sort order, select Transfer Date, click Next � Select Print Detail and Summary by clicking the radio button to the left, click Next � Change the radio button for file format to Adobe Acrobat � Click Submit and then Submit again � Push the F 5 key on your keyboard or click on Tasks at the top of the screen until the report status is listed as ‘Done’ � Click the name of the report after the status has updated to ‘Done’ to load the 100 report in the browser

Food. Trak Management Summary Report �This report provides an overview of sales, actual and ideal cost of goods, and a list of the 15 highest overuse items as well as the 5 highest underused items for the report period �Items are ranked by dollars of overuse and underuse, with the highest listed first �This report gives a quick single-page review of the operation and its major problems without burying the analyst in extensive detail �The report is customizable based on the information that the analyst would like to know 101

Food. Trak Management Summary Report �To access this report: �From the Main Menu, expand Reports, expand Control �Click Inventory then click Management Summary �Generally, check the box by Group by Profit Center, click Next �Select All Profit Centers, click Next �At this point, the user must determine the desired information � Enter number values into the boxes, generally 5 or 10 for the information desired � Run the report 102

Appendix A - Reports Inventory Locations Report…………………… 38 Locations Group Report……………………… 41 Recipe Group Report………………………. . 46 Product Group Report……………………… 47 General Ledger (GL) Account Report……………. 53 Vendor Listing Report……………………… 56 Entering Invoices Report……………………. 64 Shelf Order Inventory Report………………. . . . . 91 Waste Listing Report………………………. . 95 Waste Activity Report………………………. 96 External Transfers by General Ledger (GL) Report…… 99 Transfer Activity Report……………………… 100 Management Summary Report………………… 102 103

Appendix B – How To (step by step instructions) Log-in……………………………… 26 Find Version/Serial Number……………… 31 Add Location Groups…………………. . 44 Add Recipe Groups…. . . . . 48 Add Product Groups……………………. 49 Add Inventory Locations………………… 50 Add General Ledger (GL) Accounts………………… 54 Add New Vendor……………………… 58 Adding Items………………………… 60 Manual Invoice Entry ……………………. 65 Conduct a Yield Test…………………… 71 Enter Recipes………………………… 73 Designate Key (sensitive) Items……………. 77 Run Key Item Inventory…………………. . 78 Print Inventory Input Form………………. . 85 Enter Inventory………………………. . 86 Create Shelf Order Inventory Template…………. . 90 Enter Waste Form……………………… 94 104